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Oct 13, 2019 23:34

PBX Licensing and Activation

This document helps you understand Wildix licensing and explains how to activate a Wildix Per User PBX (Hardware, Virtual, Cloud).

Date: June 2018

Updated: August 2019


Understanding Licensing

Wildix currently offers Per User licensing. It means that you can add as many users of each profile as you need and add more users whenever you need. You pay per user / per period of time. 

Here are the steps to activate a Per User PBX:

  1. Choose the platform: Hardware, Virtual, Cloud
  2. Choose the recurrent payment cycle: Monthly / Yearly / 5 years / Lifetime (lifetime is not available for Cloud)
  3. Choose the number of users of each Profile: Basic / Essential / Business / Premium/ Wizyconf/ Service

Note: you first select the period of time and then the number of users, this means you cannot select different recurrent payment periods for different types of user profiles, e.g. if the recurrent period is 1 year, it means the users of all types (Basic, Business, Premium) are added for 1 year. You can increase the number of users any time (add more users of any type).

Example: you need 10 users with basic phone services (fax machines, unattended phones, doorphones), 30 users with access to Collaboration and only 5 users with access to CDR-View. You activate 10 PBX-BASIC users, 30 UC-ESSENTIAL users and 5 UC-PREMIUM users. At any moment, you can add more users of any type.

Details on each user profile:

Per User licensing is available for any PBX type:

  • Hardware

  • Virtual

  • Cloud

Activation of PBX | Cloud, Virtual, Hardware


  • For Hardware PBX you need first to purchase a Hardware PBX in WMP -> Cart (code: WPBX-HW):

Step 1. Add a new Per User PBX on WMP 

Proceed as follows:

  • Connect to WMP using your credentials

  • You are now under Customers tab; to create a new PBX, you first need to add a customer (if it does not exist yet); click Add:

  • Create a new customer (company): fill in the fields and click Save:

  • You need to create at least one contact: fill in the fields and click Add (License field is optional):

  • Now you can proceed with adding a new PBX: go to PBXs tab:

  • You are now under PBXs tab, click + to add a new PBX:

  • Fill in the fields:

    • Model: select WPBX-CLOUD for Cloud / WPBX-VM/HW for Virtual or Hardware

    • Region (only for Cloud PBX): select the datacenter region

    • Name: PBX domain name by which your PBX is accessible via the browser; in the example provided below, the PBX can be accessed by URL

    • Expire: select the recurring billing period: monthly / yearly / lifetime (lifetime is not available for Cloud PBX)

    • PBX-BASIC / UC-Essential / UC-Business / UC-Premium / UC-Wizyconf / PBX-Service: add the number of users of each profile (more about each profile:

    • Storage size (only for Cloud PBX): increase Cloud instance storage size. Refer to this chapter for more details

  • Click Add and then Ok to confirm the subscription fee; your PBX has been added:

Note: after the PBX has been added, you can see its Software Serial (SW Serial):

You can use SW Serial to activate new HW PBX in case of RMA or you can replace HW with VM PBX and vice versa. In this case new PBX will take Name, Licenses and attached Devices of the SW serial.

Please note, next activation of HW PBX will automatically convert HW Serial to SW Serial preserving its Name, Licenses and attached Devices. So HW Serial will disappear from portal and new SW Serial will appear instead.

Step 2. Activate PBX from WMS 

For Virtual PBX: before proceeding, follow the guide to deploy PBX image:

For Cloud PBX: wait for approximately 3 minutes before proceeding. Your PBX will be activated. 

Proceed as follows:

  • Connect to PBX via HTTPS to access WMS using credentials admin : wildix

  • Change admin user password:

    • Select admin user and click Set passwords

    • Generate or create a new WEB password, click Ok

  • Upgrade WMS to the latest stable release

    • go to WMS Settings -> Tools and utilities -> Upgrade

    • In case there is a new version available, click Perform Upgrade 

  • Copy PBX key from WMP:

    Only for Virtual and Hardware PBXs. Cloud PBXs are activated automatically (wait for approximately 3 minutes after completing Step 1).

    • go to Customers tab, select your company, then select the PBX that you have created (Step 1)

    • click the Copy icon (Copy PBX key to clipboard):

  • Insert the PBX key on WMS side:

    • Open WMS Settings -> Tools and utilities -> Activation / Licenses

    • Paste the PBX key copied on the previous step into the field User Mode and click Activate

Your PBX is now activated:

Assign correct license type to each user 

Assigning licenses to users in WMS is supported starting from WMS version 4.01.44168.28.

After you have purchased the licenses on WMP and activated the PBX, please follow WMS Start Guide to configure the system and add users. 

This chapter explains how to assign the license type to each user. 

The "Admin" user is not included into the total count of users.

Since "Park orbit" type of users has no SIP registration, it is required to assign PBX-Service License (free of charge).

About license types

General recommendations regarding assigning license types to different types of users:

  • Basic:
    • unattended phones
    • fax machines
    • door phones
    • hotel rooms
    • users who need only telephony features without chat and presence
  • Essential:
    • users who need access to Collaboration
    • users who need access to Wildix mobile apps
    • users who need presence and chat features on supported Wildix devices
  • Business:
    • users who need to be able to create ubiconf conference rooms
    • users who need to be contacted via Kite
    • users who use WebAPI and TAPI integrations
  • Premium:
    • one license per system is enough for WBI services (2 hours of service per one license)
    • one license is enough for Fias and ESPA monitor integrations
    • one license is necessary for each user who needs access to CDR-View
    • one license is necessary for each user who needs access to Contact center feature in Collaboration (interactive queues)
  • Wizyconf
    • one license per 1 Wizyconf web conference to activate Wizyconf user and participate in videoconferences
  • Service (free of charge, doesn't support SIP registration, any login permissions (Collaboration/ WMS)
    • park orbits 
    • virtual users created for call forwarding purposes (without login to Collaboration/ any device) in Dialplan
    • virtual users used for Identities feature (without login to Collaboration/ any device) to replace a real user's number

For more details, please refer to the page

Upgrade instruction in case of WMS network

Please follow the instruction provided below when you upgrade for the first time to the WMS version that supports assigning of licenses (if your current WMS version is inferior to 4.01.44168.28).

In case of WMS network:

  • All the PBX must be upgraded
  • First upgrade Client PBXs and only then the Server PBX
  • In case you have already updated the Server or only one or several PBXs, proceed with updating all the PBXs in the network as soon as possible

After the upgrade all the users are assigned the maximum license type purchased for this PBX. E.g. if at least one Premium license is present, all users become Premium. It will be necessary to manually set the correct license type for each user.

In case you are using WMS Network Sharing of licenses (described in chapter Share Per User Licenses between PBXs over WMS Network), the number of licenses will be counted only on the "Server" PBX in the WMS network

License usage exceeded

Currently in case the number of licenses used is exceeded, users do not lose access to any functionality. Hard enforcement of licensing is planned in March 2020.

In case the number of licenses used was exceeded, users do not lose access to any functionality, but the system administrator is informed:

  • notification is displayed in red in WMS telling the system administrator that the number of licenses was exceeded:

  • notification via email is sent to the system administrator each day (temporarily disabled)

You can also check the number of licenses bought and used in WMS Settings ->  Tools and utilities -> Activation / Licenses:

The "Admin" user is not included into the total count of users. 

Assigning license type to each user

By default after the upgrade to the version that supports license assignment all users are set to the maximum license level purchased for this PBX. E.g. in case at least one Premium is present, all users become Premium. You need to manually assign the correct license type to each user.

Restrictions and privileges of each license type (Basic, Essential, Business, Premium) are applied only after you assign the correct license type to each user. 

Currently not all restrictions for each license type are fully implemented. Full implementation of restrictions, as well as hard enforcement of licensing is planned in March 2020.

You can assign the correct type of license to each user in WMS -> Users:

  1. Select one or multiple users and click Edit
  2. Scroll down to the field License type and select the type of the License type from the drop-down list:

  3. Click Ok to apply the changes

Newly created or exported users by default are assigned Essential license. It is necessary to manually set the correct license type. 

Enable SSH port on Cloud PBXs (optional) 

Direct access to SSH port on Cloud PBXs is blocked for security reasons. Now it’s up to you to temporarily enable/ disable SSH port 2222 via WMP:

  • Go to WMP -> PBX per user
  • Select your company and your customer
  • Click Options button (Three dots) and select Edit
  • Click Advanced features
  • Select Enable SSH option

If there is a need to block the port, it can be deactivated via Disable SSH option.

Share Per User Licenses between PBXs over WMS Network

It is possible to share licenses over other PBXs in the WMS Network. Normally this scenario is used for Failover configuration. In this scenario you add UC profiles (users) only on Server PBX and then you can share the licenses enabled on Server PBX with Client PBX(s). 

Prerequisites for this scenario:

  • The PBXs must belong to the same customer

  • WMS Network must be enabled between the PBXs

  • Cloud PBX can only be the Server PBX

  • All PBXs must be of Per User type

  • There must be no licenses enabled on the Client PBX

To enable WMS Network license sharing, proceed as follows:

  • Go to WMP -> Customers

  • Select your company and customer

  • Select the Client PBX -> click Edit

  • Select WMS Network License and select the Server PBX from the drop-down list

  • Click Save

Note: after you click Save, an automated email is sent to a corresponding Wildix Administration manager who must manually apply this change; please mind that the WMS Network License sharing is activated during working hours.

Periodic License Check

As stated here:, all Virtual and Hardware systems update their license information daily connecting via port 443 to:

  • – WMS version lower than 3.86

  • – starting from WMS version 3.86

(this doesn’t apply to Cloud systems)

If connection to the license server is not available, a Hardware / Virtual Per User PBX will continue working for 14 days only. After which the PBX will support only one call for emergency purposes.

In case any of your customer's PBXs are not able to renew its license, you are notified via email containing the following information:

  • the name of the customer (company)
  • PBX serial and model
  • how many days have passed since the PBX couldn't renew the license

In case this PBX should continue working, all you need to do is to make sure the PBX is connected to the Internet again, and in this way it is able to renew its licenses.

Increase storage on Cloud PBX

To perform it, proceed as follows:

  • Select the customer and choose the Cloud PBX (or add a new one)
  • Click Options button (Three dots) and select Edit

  • Increase the storage size: 1 license=10 GB

  • Confirm the operation by clicking Yes

Note: The change will be applied at 1AM.

Important: After you have increased the storage size, it will not be possible to decrease it.

Increase / decrease the amount of Per User accounts

It is possible to increase/ decrease the number of accounts any time.       

  • Go to WMP -> Customers
  • Select your company and customer

  • Select the PBX -> click Edit

  • Add/ remove the number of users of a required profile
  • Click Save and Ok to confirm the operation

Limitation: Lifetime licenses cannot be decreased.  The operation of decreasing a number of accounts  must be approved by Wildix: in this case a request is sent to the Wildix Manager for a review. Partner is notified via email after the request has been approved.

Video Tutorials

Activation of Per User PBX (Hardware, Virtual)

Video tutorial - Starting from 2:07 (2m07s)


WMP Intro Video

Video tutorial:

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